Executive Assistant

We are seeking an Executive Assistant professional to provide high-level support to the General Manager – Strategic Policy and Partnerships, working to deliver on priorities of the Strategic Policy and Partnerships Branch, and the Great Barrier Reef Marine Park Authority more broadly. The position actively contributes to the overall efficiencies of the branch management office and coordinates the day to day timeframes required of the branch and section deliverables.

The key duties of the position include:

1. Provide high-level executive support to the General Manager including, but not limited to email coordination and management; organisation of diary/appointments; arrange and prepare for meetings, events or functions including booking of and coordination of associated travel and secretariat support, while maintaining workflow systems to ensure delivery of tasks and deadlines.
2. Manage the day to day operational office and administrative activities associated with the General Manager’s portfolio and movements providing high level effective communication and liaison with internal and external stakeholder while maintaining high level of confidentiality and discretion. 
3. Coordinate ministerial briefings and ministerial correspondence for the Branch including tracking, quality control and following approved guidelines.
4. Prepare/draft correspondence, presentations and other documents as required, including quality assurance and control of incoming and outgoing correspondence and undertaking meeting coordination activities and documentation relating to the General Managers’ chairperson duties and office matters.
5. Coordinate, track, seek and collate responses, follow actions, on behalf of the General Manager, to meet authority deadlines on a range of corporate activities and/or branch performance and reporting requirements.  
6. Maintain records using relevant security classifications and the Reef Authority’s electronic documents and record management system and contribute to the development, use and review of business administration systems as part of a broader corporate team.
7. Provide support to visitors at the Reef Authority offices, including administration support to the Chairman and visiting officers, as required; monitoring and management of office stock and equipment; and liaison with the Department office and security services on matters relevant to office operations including in Canberra.

As an APS employee you may be reassigned to a different set of duties at the same classification level at the discretion of the agency head (CEO), taking account of operational requirements in the agency.
 
Eligibility

Applicants must:

1. be an Australian citizen at time of applying for position,
2. be able to obtain and maintain a Negative Vetting Level 1 security clearance, failure to do so will result in termination of employment.

Essential requirements 

• A minimum of five years administration experience, preferably in the public sector environment.
• Demonstrated experience in an executive support role or within an executive unit.

Desirable qualifications or equivalent experience 

• Ability to travel, sometimes for multiple days.
• Qualifications in Administration or Business.

Notes

Please find the full position description vacancy listing here.

Please ensure you read the instructions carefully, noting failure to address identified requirements may lead to your application being deemed ineligible.

You will be required to prepare a response document (“pitch”) in MSWord or PDF format using standard margins and size 11 Arial font.

Please prepare a ‘pitch’, which does not exceed two pages, in relation to the advertised role, outlining:

1. how your experience, abilities, knowledge and personal qualities would enable you to perform the duties and meet the technical and behavioural capabilities of the role.
2. any specific examples or achievements that demonstrate your ability to perform the role.
3. how you meet the eligibility requirements and qualifications for the position.

When you include an example, you should explain;

• your personal role in the task.
• the methods you used.
• any barriers you were able to overcome, and
• the outcome.

When crafting your response, we encourage you to review ‘Cracking the Code’ and the relevant Australian Public Service Work Level Standards which can be found on the Australian Public Service Commission website: www.apsc.gov.au.

Your application must include:

1. your ‘pitch’ (as described above).
2. proof of Australian citizenship.
3. a current curriculum vitae (resume) that includes: 

•    an outline of your career history. 
•    qualifications and/or formal/informal training relevant to the position. 
•    contact details for at least two recent referees, one of whom should be your current supervisor.

Applicants are advised to read further information provided on the Great Barrier Reef Marine Park Authority Careers website.